COMPUTER APPLICATION | MS ACCESS

CA213 | CA216
Database is a collection of related data and data is a collection of facts and figures that can be processed to produce
information. Mostly data represents recordable facts. Data aids in producing information, which is based on facts. For
example, if we have data about marks obtained by all students, we can then conclude about toppers and average marks.
A database management system stores data in such a way that it becomes easier to retrieve, manipulate, and produce
information.

Characteristics
Traditionally, data was organized in file formats. DBMS was a new concept then, and all the research was done to make it
overcome the deficiencies in traditional style of data management. A modern DBMS has the following characteristics:
 Real-world entity: A modern DBMS is more realistic and uses real-world entities to design its architecture. It
uses the behavior and attributes too. For example, a school database may use students as an entity and their age as
an attribute.
 Relation-based tables: DBMS allows entities and relations among them to form tables. A user can understand the
architecture of a database just by looking at the table names.
 Isolation of data and application: A database system is entirely different than its data. A database is an active
entity, whereas data is said to be passive, on which the database works and organizes. DBMS also stores
metadata, which is data about data, to ease its own process.
 Less redundancy: DBMS follows the rules of normalization, which splits a relation when any of its attributes is
having redundancy in values. Normalization is a mathematically rich and scientific process that reduces data
redundancy.
 Consistency: Consistency is a state where every relation in a database remains consistent. There exist methods
and techniques, which can detect attempt of leaving database in inconsistent state. A DBMS can provide greater
consistency as compared to earlier forms of data storing applications like file-processing systems.
 Query Language: DBMS is equipped with query language, which makes it more efficient to
retrieve and manipulate data. A user can apply as many and as different filtering options as required to retrieve a
set of data. Traditionally it was not possible where file-processing system was used.
 ACID Properties: DBMS follows the concepts of Atomicity, Consistency, Isolation, and Durability (normally
shortened as ACID). These concepts are applied on transactions, which manipulate data in a database. ACID
properties help the database stay healthy in multi-transactional environments and in case of failure.
 Multiuser and Concurrent Access: DBMS supports multi-user environment and allows them to access and
manipulate data in parallel. Though there are restrictions on transactions when users attempt to handle the same
data item, but users are always unaware of them.
 Multiple views: DBMS offers multiple views for different users. A user who is in the Sales department will have
a different view of database than a person working in the Production department. This feature enables the users to
have a concentrate view of the database according to their requirements.
 Security: Features like multiple views offer security to some extent where users are unable to access data of other
users and departments. DBMS offers methods to impose constraints while entering data into the database and
retrieving the same at a later stage. DBMS offers many different levels of security features, which enables
multiple users to have different views with different features. For example, a user in the Sales department cannot
see the data that belongs to the Purchase department. Additionally, it can also be managed how much data of the
Sales department should be displayed to the user. Since a DBMS is not saved on the disk as traditional file
systems, it is very hard for miscreants to break the code.

Users
A typical DBMS has users with different rights and permissions who use it for
different purposes. Some users retrieve data and some back it up. The users of a
DBMS can be broadly categorized as follows:
 Administrators: Administrators maintain the DBMS and are responsible for
administrating the database. They are responsible to look after its usage and by
whom it should be used. They create access profiles for users and apply limitations to maintain isolation and force
security. Administrators also look after DBMS resources like system license, required tools, and other software and
hardware related maintenance.
 Designers: Designers are the group of people who actually work on the designing part of the database. They keep a
close watch on what data should be kept and in what format. They identify and design the whole set of entities, relations,
constraints, and views.
 End Users: End users are those who actually reap the benefits of having a DBMS. End users can range from simple
viewers who pay attention to the logs or market rates to sophisticated users such as business analysts.

ARCHITECTURE
3-tier Architecture
A 3-tier architecture separates its tiers from each other based on the complexity of the users
and how they use the data present in the database. It is the most widely used architecture to
design a DBMS.

Page 1
COMPUTER APPLICATION | MS ACCESS
CA213 | CA216
 Database (Data) Tier: At this tier, the database resides along with its query processing languages. We also have the
relations that define the data and their constraints at this level.
 Application (Middle) Tier: At this tier reside the application server and the programs that access the database. For a
user, this application tier presents an abstracted view of the database. End-users are unaware of any existence of the
database beyond the application. At the other end, the database tier is not aware of any other user beyond the application
tier. Hence, the application layer sits in the middle and acts as a mediator between the end-user and the database.
 User (Presentation) Tier: End-users operate on this tier and they know nothing about any existence of the database
beyond this layer. At this layer, multiple views of the database can be provided by the application. All views are generated
by applications that reside in the application tier. Multiple-tier database architecture is highly modifiable, as almost all its
components are independent and can be changed independently.

DATA MODELS

Data models define how the logical structure of a database is modeled. Data Models are fundamental entities to introduce
abstraction in a DBMS. Data models define how data is connected to each other and how they are processed and stored
inside the system.

Entity-Relationship Model
Entity-Relationship (ER) Model is based on the notion of real-world entities and relationships among them. While
formulating real-world scenario into the database model, the ER Model creates entity set, relationship set, general
attributes, and constraints.
ER Model is best used for the conceptual design of a database.
ER Model is based on:
 Entities and their attributes.
 Relationships among entities.
These concepts are explained below.

 Entity An entity in an ER Model is a real-world entity having properties called attributes. Every attribute is defined by
its set of values called domain. For example, in a school database, a student is considered as an entity. Student has various
attributes like name, age, class, etc.
 Relationship
The logical association among entities is called relationship. Relationships are mapped with entities in various ways.
Mapping cardinalities define the number of association between two entities.
Mapping cardinalities:
 one to one  many to one
 one to many  many to many
Relational Model
The most popular data model in DBMS is the Relational Model. It is more scientific a model than others. This model is
based on first-order predicate logic and defines a table as an n-ary relation.

The main highlights of this model are:

 Data is stored in tables called relations.
 Relations can be normalized.
 In normalized relations, values saved are atomic values.
 Each row in a relation contains a unique value.
 Each column in a relation contains values from a same domain.

The Title Bar

The Title bar is located at the top in the center of the Access window. The Title bar displays the name of the database on
which you are currently working.
Page 2
COMPUTER APPLICATION | MS ACCESS
CA213 | CA216
The Ribbon

Access Objects

Objects
Tables
In Access, data is stored in tables. A table is a set of columns and rows, with each column referred to as a field. Each
value in a field represents a single type of data. Each row of a table is referred to as a record.
Queries
You use queries to retrieve specific data from your database and to answer questions about your data. For example, you
can use a query to find the names of the employees in your database who
live in a particular state.
Forms
Forms give you the ability to choose the format and arrangement of fields. You can use a form to enter, edit, and display
data.
Reports
Reports organize or summarize your data so you can print it or view it onscreen. You often use reports when you want to
analyze your data or present your data to others.
Macros
Macros give you the ability to automate tasks. You can use a macro to add functionality to a form, report, or control.
Modules
Like macros, modules give you the ability to automate tasks and add functionality to a form, report, or control. Macros
are created by choosing from a list of macro actions, whereas modules are written in Visual Basic for Applications.

Database Applications:
Banking: all transactions
Airlines: reservations, schedules
Universities: registration, grades
Sales: customers, products, purchases
Manufacturing: production, inventory, orders, supply chain
Human resources: employee records, salaries, tax deductions

Page 3